Your "Panel" are the people that you want to survey. Sometimes they are known as survey participants.
Giving yourself enough time to prepare your panel file is important. You will need to have up-to-date data for all employees who will be receiving a link via email to your survey.
Types of panel file
There are three different types of panel files you can upload to the platform. We have provided a template for each within the Panel section:
Panel file with employee data but no variables.
The first type of panel file includes employee data but no variables. This means it would include data such as names, email addresses, and the information needed to send out a unique link.
Panel file with variables.
Next, we have a panel file that includes variables. As before, this would include information to create unique links such as names and email addresses. In addition, you can also add demographic data for each participant. For example, the department they sit in or their job role.
Panel file with no employee data, only variables.
The third version of panel data includes no participant data, only variables. This is used to upload response options for self-select questions.
Setting up a panel file with employee data but no variables
This is a panel file without any variables. It only includes information about participants.
Your panel file must include the following column header names:
A - Forename
B - Surname
C - Email address
D - Employee number or employee ID
E - Line manager name
F - Line manager-employee number
G - Preferred language
H - Access code
However, only columns A-D are mandatory to be completed. The rest (E-H) can be left blank unless you are using line manager hierarchies or multiple languages.
If you are using a line manager hierarchy, you will need to complete columns E & F.
If you are using different languages, you will need to complete column G to specify which language each participant will receive their survey in.
Setting up a panel file with variables
This is a panel file which includes variables, as well as the mandatory information in the panel file without variables. So as before, you must include these column header names:
A - Forename
B - Surname
C - Email address
D - Employee number or employee ID
E - Line manager name
F - Line manager-employee number
G - Preferred language
H - Access code
You must fill out column A-D.
Columns E, F, G and H are optional. However, you must still include these column headers.
In this panel file, we also have additional columns. From column H onwards, you can add your demographic data. For example, you could include length of service, team name, contract type or job level here.
This demographic data will be pre-loaded into the survey, so you do not need to ask these questions in the survey. It also provides you with robust data for reporting.
You can add as many columns of demographic data as you like, however, we recommend that you avoid very detailed groupings. Also, consider your anonymity threshold (usually set to 5) and whether you have enough people in a group to create a report.
Setting up a Panel file with no employee data, only variables
This is a panel file without any participant data. It only includes information about variables.
Your panel file needs the initial 8 columns, however you can leave the column headers and all the cells blank.
Start adding your variables from column I (i), along with the responses in the cells below:
The participants will be presented with these variables and corresponding response choices during the survey.
Employee numbers
Employee numbers must be unique. If your organisation doesn’t have employee IDs, you can create your own unique code (such as initial + birth day and month) and instruct employees to enter this on the login page with an example.
You can also use email addresses as employee IDs if every employee has one and they are not likely to change.
Please note that these ID numbers must be consistent across different surveys. For example, if you are including the same people in a separate survey – the employee ID numbers you choose must be consistent.
Formatting your panel file
When preparing these panel files you must check that the spellings are correct and consistent, that the data is accurate, and that you do not have any duplicate data. Please note that you cannot include any blank fields in your panel file – uploading a panel file with blank fields will result in an error message.
The demographic data you include in your panel file are the groups used to break down your survey results in your dashboard. So, it is really important to check your data for consistency. For example, if you are including demographic data for ‘Department’ and refer to both ‘HR’ and ‘Human Resources’, the platform will understand the different spellings of two different departments.
Once you are happy with your panel file, you can upload it to the platform. Use our guide for help uploading and mapping your panel file on the platform.